Absence Inquiry Letter template

Notice: This template is for general guidance and information only and does not constitute legal advice. The appropriate wording varies from case to case, and we recommend having a licensed lawyer review any document before you sign it.

A disciplinary inquiry is a procedure with set rules, and skipping them invalidates it. No penalty may be imposed on a worker before informing them of what is alleged against them, hearing their statement and allowing them to defend themselves, in line with the Labour Law, the establishment's approved work regulations and the schedule of penalties they contain. There are also time limits for imposing penalties that must not be exceeded. This template documents the whole procedure — including the employee's response section, which is the part most often overlooked.

(Establishment letterhead)

Date: / / AH    Ref. No.: ............

Inquiry Form

Employee name: ........................ · Employee number: ............ Department: ........................ · Job title: ........................ First: Statement of the Incident

Date	Day	Type of violation	Notes
/ / AH	....	Absence without permission / lateness / leaving early	....
/ / AH	....	....	....

Total days of absence subject to this inquiry: (........) days. Second: Employee's Statement — to be completed in the employee's own handwriting; the employee may attach anything that supports their excuse. ................................................................................................ ................................................................................................ Do you have an excuse or supporting document? (Yes / No) — Attachments: ........................ Employee's signature: ................   Date: / / AH (If the employee refuses to sign, this shall be recorded in the presence of two witnesses: ................ / ................) Third: Direct Manager's Opinion ................................................................................................ Name: ................ Signature: ................ Date: / / AH Fourth: Decision (Matter closed as the excuse is accepted / verbal warning / written warning / deduction in accordance with the schedule of penalties / other action: ................) Basis of the decision: Clause (........) of the establishment's approved work regulations. Name: ................ Capacity: ................ Signature: ................ Stamp: ................